UCC Committee Meeting Minutes 2018-05-11 ======================================== Attendance: =========== ## Present: - [JWB] William Chesnutt [Vice President] - [CFE] Zack Wong [Treasurer] - [FVP] Felix von Perger [Secretary] - [GIR] Caira Bayman [Fresher Rep] - [LCY] Chien Yi Lo [OCM] **Ordinary (non-committee) members:** - [THA] Thomas Hill Almeida - [HYT] Hock Yew Tan ## Late: - [CHB] Alden Bong [OCM] - [GOZ] Andrew Gozzard [President] ## Apologies: - [KAT] C. C. 'Blake' [OCM] ## Mentioned: - [EAR] Elton Rodrigues - [AJT] Alex Thatcher *Meeting opened at 16.10* ## Confirmation of minutes from 2018-05-04 -------------------------------------------------------------------------------- Committee Reports ================= ## President's Report - Absent at start of meeting, report given later. - Bought some steam vouchers (3 \* $20). - Subcommittee only mandated $50 worth of prizes, but Steam doesn't make $10 Steam vouchers. - If committee does not want to reimburse the full $60, I will be happy to absorb the losses. ## Vice President's Report - Bought AUX cable an hour ago, it should arrive in a week. - I now know where the Tenancy forms are. - Is very tired and cranky. - Thought about door policy. - [GOZ] Can we set a deadline for when we have results? - [JWB] is very busy currently. - [GOZ] Needs to be done by end of July so we can implement effects following busybee. ## Secretary's Report - Card payment (EFTPOS) options: - Westpac Genie: not available for clubs/associations - Asked at branch: Other clubs at UWA apparently use the more expensive EFTPOS solutions ($55+/month) - [Paypal](https://www.paypal.com/au/webapps/mpp/credit-card-reader) - PayPal Here (card reader) is $99 and 1.95% flat rate on transactions - Created paypal account for UCC. Seems to work so far. - Need ID of office bearers to complete Paypal Here application. - Where to put account details? What email address to use? - Supports all payment methods that Paypal can handle + card reader for tap&go transactions - [Square](https://squareup.com/au): $59 once off + 1.9% flat rate - Need ID of office bearers. Any exec is fine. - Supports card reader, web integration & online payments - [Live Eftpos](https://www.liveeftpos.com.au/): $24/month + (1.3% flat rate for credit/paypass OR 30c for debit/cards requiring PIN) - Not for profit discounts available; waiting for final quote. - Infinite receipt paper with custom branding is included. - Proper, professional looking card terminal is included. - Unsure about web integration. - [Tyro EFTPOS](https://www.tyro.com/smart-eftpos/): $29/month + 0.99% flat rate on transactions. - Got a callback, discussed pricing, customer service at Tyro said it would be too expensive for us. I concur. - [Mint Payments](http://www.mintpayments.com/): $300 once off + 1% flat rate on all card payments. (or $25/month + 1% flat rate) - Quoted price includes not for profit discounts. - Rather ugly looking POS terminal; connects to Android/iOS. - Web integration & APIs available. - So far, would recommend Mint Payments or Square. - [GOZ] is willing to try it, but there is a distinct possibility that it will die in a few years when nobody can maintain it. - ACNC documentation needs to be updated. - TODO: [FVP] look into ACNC documentation. - Too busy to sort out sysadmin workshop, probably going to leave that until after exams. - Project: What is that? instalment #1 was quite successful. - [GOZ] Previous attempts have been unsuccessful. Good job. - I thought I'd lost the Tenancy contracts, then I found out that [GOZ] had stolen it and handed it in himself. *[CHB] arrives at 16.15.* ## Treasurer's Report - Accounts: - cheque: $5004.28 - mastercard: $49.87 - guild: $1,753.65 - Financial records for 2017 have now been finished! - Some issues surrounding financial records for 2016. - [AJT] has supplied books for 2016. - TODO: Best wishes to [CFE] to untangle this mess! *[GOZ] arrives at 16.17.* ## Fresher Rep's Report - Unigames stole all of the Cameron Hall freshers for their fresher tables. ## OCM Reports ### [LCY] - Talked to [EAR] - Everyone else who could be involved with study sessions is busy with their own exams. - [GOZ] is still happy to help out. ### [CHB] - More to say in Quiz Night. ### [KAT] - Absent. -------------------------------------------------------------------------------- Machine Technical Reports ========================= ## Servers - Nothing changed since last week. ## Network - 5GHz network was renamed from "UCC" to "UCC-5" so now people can actually connect to it specifically. - Works a lot better than 2.4GHz network. ## Desktops - Pinball's monitor was behaving strangley one day, the next it was fine. - Cobra *seems* to be working... ## Misc. - [FVP] added $5000 to his account to test dispensing items. - Now committee knows how to test the snack machine. - [CFE] Dispense needs to be rebalanced. -------------------------------------------------------------------------------- New equipment ============= - [TFM] Got some nice new phone chargers from Guild lost property. - Gavin Face posters for Quiz Night have been put up again. - The actual Cameron Hall Quiz Night posters are also up! - [GOZ] Do we want to discuss regulation about buying consumables? - We should be able to buy stuff without it being approved ahead of time. - Something similar to Unigames: ie. the Treasurer has a consumables budget to buy and reimburse. - [GOZ] Bought some miscellaneous items. - Glue gun, glue sticks (old one was broken). - New whiteboard eraser and refills for the whiteboard eraser. - Cleaning cloths. - A range of batteries (9V, AA and AAA). - Total cost of purchase is $97.27. - [JWB] Motion to reimburse [GOZ] $97.27 for miscellaneous items. - [CFE] seconds. - Motion passes: 6 in favour, 1 abstains. - [HYT] is named by [JWB] to be quiet because he was voting without voting rights. - [GOZ] Need some bin liners. - *[HYT] decides to go and buy some bin liners.* *Later, at 17.12, [HYT] arrives with a bag of goodies.* - [CFE] Motion to reimburse [HYT] $17.87 for bin liners. - [GOZ] seconds. - Motion passes unanimously. - [HYT] offers everyone at the meeting an Oreo. Drinks and Snacks ================= - [FVP] Bought $12 of muesli bars. - [GOZ] Motion to reimburse [FVP] $12 for muesli bars. - [CFE] seconds. - Motion passes: 5 in favour, 2 abstain. - Snack machine is almost full again. -------------------------------------------------------------------------------- External Entities ================= ## Mail - Mail has been checked, nothing in the mailbox. ## Guild/SOC - The Tenancy contract has been submitted. Only a little bit late. ## Other Affairs - [JWB] Did we attend all the SOC meetings last year? - [CFE] is reasonably sure that we did. - Next SOC meeting is on 2018-05-16. - [JWB] has something else on and can't go. - [FVP] is happy to go. - [JWB] Can we not send [FVP] please? - Nobody else volunteers to go to the SOC meeting. Events ====== ## [ROB] UWA Sports eSports Event - No further information so far so it will be discussed next week. ## Quiz Night - [GOZ] bought $60 of steam vouchers for $60, to be donated to the prize pool. - In theory, the contribution to the Quiz Night will be reflected in profit shares, depending on what the subcommittee decides. - [CFE] Motion to reimburse [GOZ] for $60 for 3 \* $20 Steam vouchers. - [LCY] seconds. - Motion passes: 6 in favour, 1 abstain. - Catering has been organised. Yum yum. ## Movie nights - Not being run for now. - Maybe run a movie night during study break because people love to procrastinate. ## Sysadmin "Tech-talk" workshop - Planning on hold until after exams. ## Camp - Camp deposit has been done and payment has been approved: 2018-06-27 to 2018-06-30. - [AJT] recommends finishing EMP ASAP so we can advertise before end of semester. - [AJT] is also happy to help out with EMP related stuff. - [CFE] will try to work on EMP this weekend. - [GIR] RSA training should be done soon. - TODO: Everyone who has RSA certificates, please send them to [CFE] soon. - Food safety training: everyone should do it. - [KAT] found a link to the [free training website](https://www.imalert.com.au/foodsafety/training/welcome.php?sub=cityofswan). -------------------------------------------------------------------------------- Action Items from 2018-05-04 ============================ - [JWB], [LCY] and [CHB]: Discuss door policy reviews - *in progress*. - [KAT] and [CFE]: Print cards for machine specs and clubroom rules - *in progress*. - [CFE] Probably won't happen for a while until I get bored and actually do something. - [FVP] and [CFE]: Organise sysadmin workshop - *to do after exams*. - [LCY]: Talk to [EAR] about first-year unit study events - *might happen eventually*. - [FVP]: Submit tenancy contract to Guild finance - *done, stolen by [GOZ]* - [FVP] Inquire further into Square / Westpac payment processing - *done* - Awaiting a decision from committee. - [GOZ]: Pay deposit for Camp - *done*. - [CHB]: Make sure that someone prints more Quiz Night posters and that they get to the UCC - *happened, somehow.* - [JWB]: Buy 3.5mm stereo AUX cable - *done* - [JWB]: Write storage application - *in progress* - [JWB]: Investigate mailbox reallocation - *in progress* - [CFE]: Start working on EMP for Camp - *in progress* - [CFE]: Get the financial reports from [AJT] - *done*! -------------------------------------------------------------------------------- General Business ================ - [FVP] We should delete the Facebook Messenger group chat. It is despicably awful. - [JWB] likes it so he can watch videos and check messages at the same time. - To be discussed next week. - [FVP] Who has the safe keys? - [JWB] has keys but hasn't been able to open it to get quiz night tickets out. - [GOZ] forgot to bring his bag. - [FVP] doesn't have a key. - [CFE] didn't get out the tickets from the safe when he was last here. - [BOB] probably has one, but he's only here on Mondays. - [BOB] responds: does not have a safe key. - [BOB] please get a [Samsung EVO 850 500GB SSD](https://www.kogan.com/au/buy/samsung-850-evo-250gb-ssd-mz-75e500/) for `Pinball`. - [CFE] Machine upgrades will be discussed at next meeting. - [THA] is selling parts to build a super-high-end gaming system for around $1k. - Specs have been sent to `committee@`. - Needs RAM ([THA] recommends `DDR4-2933` or higher) - To be discussed next week. - [FVP] (Re)evaluate door members based on what they do whilst in the clubroom. - To be discussed after the new door policy has been implemented. - [FVP] Card payment stuff. - [GOZ] Consider this an experiment; it will probably only last 2 years. - Viable options are Mint Payments, Square and Paypal. - TODO: [FVP] Write up business case for available options and send to `committee@`. *Meeting closed at 17.30* Current Action Items ==================== - [JWB], [LCY] and [CHB]: Discuss door policy reviews. - [KAT] and [CFE]: Print cards for machine specs and clubroom rules. - [FVP] and [CFE]: Organise sysadmin workshop - *to do after exams*. - [FVP]: Update ACNC documentation. - [FVP]: Send email to `committee@` with business case for payment gateway/EFTPOS options. - [CFE] and [FVP]: Write the EMP for Camp. - [CFE]: Untangle financial records for 2016. *We wish him luck.* - [LCY]: Organise first-year unit study events with [EAR]. - [JWB]: Write storage & mailbox applications. - Committee: Everyone with RSA certificates, please send them to [CFE]. -------------------------------------------------------------------------------- *Minutes uploaded by [FVP] at 23:15 on 2018-06-27*